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e-Child Care (ECC) Provider Information Session Department of Human Services Division of Family Development
Agenda • • Introduction Program purpose – overview What changes? What stays the same? How it works Provider Web Portal Questions and answers
Stakeholder Identification • Providers • Parents • New Jersey Department of Human Services Division of Family Development (DFD) • Child Care Resource & Referral Agency (CCR&Rs)
Who is ACS? • Affiliated Computer Services, A Xerox Company – State & Local Solutions, headquarters in Dallas • Vendor selected to implement/operate ECC • Provide proven experience • Launched e-child care in five other states that are live and in production – Colorado, Indiana, Louisiana, Oklahoma, Texas • Five other states preparing to go live by end of 2011 – Alabama, New Jersey, North Carolina, Ohio, Virginia
Why is New Jersey Implementing ECC? • To provide accurate and timely tracking and verification of child care attendance • To provide better attendance data including real time reporting • To automate and reduce manual processes • To pay providers more quickly
What are the Benefits? • To give parents the responsibility of reporting the actual time their child is in care • Parent transactions confirm that the care was provided to their child • To streamline the processing of child care reimbursements for providers – reduction of most paper invoices
More Benefits… • Payments made electronically, directly to your bank account resulting in quicker payments (you will be paid every two weeks for the care you provided two weeks ago) • Real-time attendance transactions—attendance transactions are seen as they are actually happening
More Benefits… • Reduction in timeframe to receive information about agreement and attendance • Access to attendance and payment records through the provider web portal • Accessible through the internet from any computer • Reports on attendance, agreements, payments and other resources • The portal address is: www. echildcarenj. org
What Stays the Same? • Authorization policies for the Child Care Subsidy Program • Record keeping requirements – sign in/out sheets for Licensing and Food and Nutrition Program documents • State child care licensing rules related to individuals authorized to pick up or drop off children
What Changes? • Attendance reports will be automated • Attendance information is available when the transaction is occurring
How ECC Works • Equipment required for the ECC Registered Land Line Phone New Jersey ECC Card
Interactive Voice Response (IVR) • In-home providers will use the IVR to complete transactions. • Parent/designee will use the registered land line at the provider location to report the child’s check -in/check-out. • Parent must check in and check out every day for the provider to get paid.
What Parents are Being Told About ECC • Parents receive an early alert letter • The parent automatically will be mailed a card, card carrier and FAQ sheet • Two designees may be identified and will receive cards • If parent already has a Families First card, he/she will be asked to contact their CCR&R to link the card • Parents cannot select the provider or any one acting on the provider’s behalf as their designee
What Parents are Being Told About ECC • After getting the card, the parent/designee activates the card and selects a PIN (Personal Identification Number) by calling an toll-free number • Parents will be connected to the Interactive Voice Response (IVR) system • IVR will prompt them to enter 16 digit number from card
Card Activation • The IVR will prompt the parent to enter their birth date. • The IVR will prompt the parent to enter any 4 -digit number of their choosing, as their PIN. • The card is now active and ready for use. • Encourage parents to activate their cards as soon as they receive them.
How Parents will Report Attendance • Parent will call 1 -800 -997 -3333 and follow the prompts • Parent will press 2 for Child Care • Parent will enter the card number • Parent will enter their secure PIN # • Parent will select one of the options given by the IVR: – Check in/out, previous check in/out, absent day, sick day • Parent will enter their child’s 2 -digit number (01, 02, 03, etc. )
ECC Verification Process • The IVR transaction is sent for verification: • Is it case eligible? • Is it child eligible? • Is this the correct provider? • If all the checks are confirmed, the transaction is approved • If any check fails, the transaction is denied
Forms so you get paid • Will receive both a banking form and W-9 tax form • Complete and return within 24 hours of receipt • ACS will be making the payments to providers • Remember, parents must call IVR every day for the provider to get paid!
What ifs? • What if the parent/designee forgets or is not present to record attendance? • Parent/designee has the ability to perform transactions for previous days, including absences. This is commonly referred to as a “back swipe”. • Parent/designee has two weeks (today plus the previous 13 days) to enter any missing transactions through the IVR. • Parent can select two designees, who often pick up or drop off the child, to receive a card.
What ifs? • What if there is a phone line problem? The system gives the parent/designee two weeks (today plus the previous 13 days) to fill in any missing transactions once the issue is resolved (“back swipe”)
Provider Web Portal – Log In
Provider Payment Report
Provider Payment Report - Detail
Child Payment Detail
Child Attendance. Detail
Provider – Payment Adjustment Detail
Provider Unmatched Check-In/Out Report
Provider Unmatched Check-In/Out Report
What Happens Next? • Informational mailings to all parents • Parents will receive instructions on how to report their child(ren)’s attendance • Providers will receive banking and tax forms—return within 24 hours • Pilot counties are scheduled to go live in September • Remaining counties will go live in October
How To Get Information or Assistance • For program information, call your local CCR&R • For general information log onto the DFD Webpage: www. state. nj. us/humanservices/dfd/programs/child